Village of Orland Park Committee of the Whole met Nov. 1.
Here are the minutes provided by the committee:
CALL TO ORDER/ROLL CALL
The meeting was called to order at 6:00 P.M.
In the absence of President Pekau, Trustee Katsenes served as Mayor Pro Tem.
Present: 6 - Trustee Healy; Mayor Pro Tem Katsenes; Trustee Milani; Trustee Kampas; Trustee Riordan and Trustee Radaszewski
Absent: 1 - President Pekau
APPROVAL OF MINUTES
2021-0791 Approval of the October 18, 2021, Committee of the Whole Minutes
I move to approve the Minutes of the Regular Meeting of the Committee of the Whole of October 18, 2021.
A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote:
Aye: 6 - Trustee Healy, Mayor Pro Tem Katsenes, Trustee Milani, Trustee Kampas,
Trustee Riordan, and Trustee Radaszewski
Nay: 0
Absent: 1 - President Pekau
ITEMS FOR SEPARATE ACTION
2021-0805 Forest Preserve District of Cook County Presentation
Steve Silic from the Forest Preserve District of Cook County presented its strategic plan to the Village of Orland Park to inform the residents and elected officials of where their organization is going. (refer to audio)
Mayor Pro Tem Katsenes had comments. (refer to audio)
This item was a presentation. NO ACTION was required.
2021-0792 John Humphrey Drive at 143rd Street Intersection, Phase II - Final Design Engineering Services, Consultant Recommendation
A Request for Qualifications (RFQ) was issued by the Village to consulting engineering firms for Phase II - Final Design Engineering Services for the John Humphrey Drive at 143rd Street Intersection. The RFQ was released on August 3, 2021, and responses were due on August 24, 2021. The project includes
significant intersection improvements, including travel lane additions at the John Humphrey Drive at 143rd Street intersection and removal and replacement of the existing eastbound bridge. This bridge has been settling over the last several years.
The Phase I - Preliminary Design Engineering Services were completed by Patrick Engineering of Lisle, Illinois and approved by the Illinois Department of
Transportation (IDOT) in the second quarter of 2021. Since Federal funds will be used for Phase II - Final Design Engineering Services, the Quality Based Selection (QBS) process, as previously approved by IDOT and the Village Board of Trustees, was used to complete the RFQ process. The QBS process requires that the consultants be selected based on qualifications only. The QBS process prohibits the Village from collecting professional engineering fees until all of the firms who responded to the RFQ are ranked. The professional fees and scope of services can be negotiated only with the top-ranked firm. If the negotiations are not successful with the top-ranked firm, the negotiations can be initiated with the second-ranked firm, and so on until negotiations are successfully completed.
The following ten (10) firms responded to RFQ:
1. AECOM Technical Services, Inc.
2. BLA, Inc.
3. Bowman Consulting Group, Ltd.
4. Ciorba Group, Inc.
5. Civiltech Engineering, Inc.
6. Patrick Engineering, Inc.
7. Robinson Engineering, Ltd.
8. Strand Associates, Inc.
9. Transystems Corporation
10. V3 Companies, Ltd.
Staff ranked the RFQ responses based on the following criteria:
1. Project Understanding - 30%
2. Similar Project Experience - 20%
3. Project Team - 15%
4. Project Development Approach - 15%
5. IDOT Prequalification - 10%
6. Overall Completeness of Submittal - 5%
7. Selection Committee Discretion - 5%
The following are ranks/scores for each firm:
Rank Firm Score
1 Patrick Engineering, Inc. 94.3
2 AECOM 92.2
3 Civil Tech Engineering 91.2
4 Transystems Corporation 89.8
5 Strand Associates, Inc. 88.7
6 Ciorba Group, Inc. 88.3
7 V3 Companies, Ltd. 84.3
8 Bowman Consulting Group, Ltd. 83.2
9 Robinson Engineering 82.0
10 BLA, Inc. 80.0
Based on the above rankings, staff negotiated the scope of services and
professional fees with Patrick Engineering, Inc. The scores and rankings for each firm are attached to the Committee Packet. Staff successfully completed
negotiations and recommends that Patrick Engineering, Inc. as the consultant for Phase II - Final Design Engineering Services.
The following are some of the important aspects of the scope of services that staff negotiated with Patrick Engineering:
To improve chances of securing state/federal funds/grants for the project, Patrick Engineering will deliver two (2) separate design documents for the intersection and bridge replacement. This will allow the Village to apply for funds/grants for smaller dollar values. This is the base scope of services.
Patrick Engineering will also deliver one (1) set of design documents for the entire project, including the intersection improvements and bridge replacement. This will be the case if the Village is able to secure funding for the entire project. This deliverable will reduce the design fees by $25,000.00.
Patrick Engineering will evaluate several cost reduction strategies to reduce the overall construction costs of the project. The reduced project costs will assist in securing construction funding for the project.
Patrick Engineering will apply for state/federal funds/grants for two (2) years after the project is submitted to IDOT for approval. Grant applications will be submitted during the design phase as well.
Patrick Engineering will provide support for Phase III - Construction Engineering Services when the project will go into construction.
The Village has included $350,000.00 for Right-of-Way (ROW) acquisitions. Completion of ROW acquisitions generally improves chances of securing
construction funding as the project is then considered “shovel ready.”
Engineering and Program Services Director Khurshid Hoda presented information regarding this matter. (refer to audio)
Trustee Healy had questions. (refer to audio)
Village Manager George Koczwara and Director Hoda responded to Trustee Healy. (refer to audio)
Trustee Radaszewski had questions. (refer to audio)
Director Hoda responded to Trustee Radaszewski. (refer to audio)
I move to recommend awarding John Humphrey Drive at 143rd Street Intersection, Phase II - Final Design Engineering Services contract to Patrick Engineering, Inc. of Lisle, Illinois in an amount not to exceed $875,000.00;
And,
I move to recommend allocating $350,000.00 for ROW Acquisitions for the John Humphrey Drive at 143rd Street Intersection project;
And,
I move to recommend to authorize the Village Manager to execute all related contracts, subject to Village Attorney review.
A motion was made by Trustee Milani, seconded by Trustee Kampas, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: 6 - Trustee Healy, Mayor Pro Tem Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Trustee Radaszewski
Nay: 0
Absent: 1 - President Pekau
2021-0797 Belle Tire Planned Development - Authorizing Development Agreement - Ordinance Special Use Permit for a Planned Development, Special Use Permit for Motor Vehicle Services, Rezoning, Site Plan, Elevations, Landscape Plan, and Plat of Subdivision to allow for a 9,800 square foot motor vehicle service on Lot 1 of the proposed Planned Development located at 9500 159th Street in the BIZ General Business District.
The project includes the subdivision of three (3) lots into two (2) lots, as well as the rezoning of the newly created Lot 1 from E-1 Estate Residential District to BIZ General Business District. Lot 2 will be rezoned and developed separately in the future. Lot 1 will consist of a 9,800 square foot motor vehicle service facility on the 1.268-acre lot.
Attached to the Committee Packet is a draft Development Agreement that sets forth terms and conditions for the development of the Belle Tire proposed at 9500 W. 159th Street in Orland Park.
I move to recommend to the Village Board to pass an Ordinance entitled:
ORDINANCE AUTHORIZING DEVELOPMENT AGREEMENT - (BELLE TIRE - 9500 W. 159TH STREET).
A motion was made by Trustee Kampas, seconded by Trustee Radaszewski, that this matter be RECOMMENDED FOR APPROVAL to the Board of
Trustees. The motion carried by the following vote:
Aye: 6 - Trustee Healy, Mayor Pro Tem Katsenes, Trustee Milani, Trustee Kampas,
Trustee Riordan, and Trustee Radaszewski
Nay: 0
Absent: 1 - President Pekau
2021-0807 Employee Health Insurance Renewal FY2022
The Horton Group conducted a health insurance analysis comparing all benefit lines of coverage for the Village of Orland Park’s 2022 plan year.
Through July 2021, health plan claims ran 18% higher than expected, mainly caused by claimants over $50k but under the stop loss of $100k. Through July, there have been two (2) large claims over the $100k stop loss compared to six (6) in the 2020 plan year and ten (10) in 2019. It appears that claims that slowed in 2020 due to COVID-19 but rebounded slightly in 2021 at a lower cost level, at least for now.
The initial mid-year Horton health insurance renewal forecast was +18%. However, Blue Cross underwriting was favorable with a fixed cost increase of 8.79%, with a bottom line (including claims projection) increase of 7.96%. The initial renewal was reduced further due to Horton’s market analysis and negotiations. As a result, all existing carriers and plan designs remain the recommended programs including:
- Medical/Rx/Dental/Vision
- Life and AD&D/Short Term Disability
- Flexible Spending Account (FSA)
- Employee Assistance Program (EAP)
- Virgin Health Miles
- CHC Biometric Screenings (Wellness Initiatives)
- Employee Assistance Program (EAN)
- Liability
The summary of results are as follows:
I. Medical/ Rx Market Analysis & Recommendations
A. Market Analysis
i. Approached 6 alternative carrier markets (3 quoted and 3 declined to quote)
ii. Approached 10 alternative stop-loss / captive markets (1 quoted and 9 declined to quote)
iii. Three independent Pharmaceutical Benefit Managers (PBMs) were quoted
B. The initial renewal with $100K stop loss (same as current) showed fixed cost increase of +8.79% or +$87,371, but the bottom line with Attachment and HMO Physician Service Fees, would be an expected plan increase of 7.96%.
i. Final renewal after negotiations for $100K stop loss fixed cost was - 7.31% or - $72,626, but the bottom line with Attachment and HMO Physician Service Fees, would be an expected increase of 4.77%.
ii. After further negotiations and receiving plan credits for adding dental and vision coverages, fixed costs would be lowered to -9.53% or -$94,694 with a total plan expected increase (bottom line) of 4.33%.
iii. Final renewal, after negotiations, for $125K loss however, showed a decrease of -26.88% or -$267,007, an improvement of $172,313. This would require the plan to take on an additional risk of $25K per member. This differential would amount to 7 large claimants hitting the new stop loss level to break even. The Village has experienced a sufficient number of claims before to make this a possibility, and therefore, with concern of the COVID-19 impact yet to be known, staff and Horton recommend the group remain at $100k stop loss.
iv. Alternate Blue Cross networks were researched to see if lower price points could be achieved, however the disruption analysis showed substantial impacts which require greater research. This will be reviewed further at mid-year for stronger consideration next year.
C. A Voluntary International Pharmacy Option was introduced and is recommended through Rx Manage.
i. If fully utilized for the PPO and HMO Plans, savings are estimated to be up to $287,099.
D. RECOMMENDATIONS:
i. Renew the current BCBS medical plans with the current specific deductible of $100,000.
ii. Implement the International Pharmacy benefit for brand name drugs through Rx Manage
II. Ancillary Market Analysis & Recommendations
A. Market Analysis
i. Approached 4 alternative dental markets (3 quoted and 1 declined)
ii. Approached 1 alternative vision market (declined)
iii. Approached 5 alternative life and disability markets (1 quoted and 4 declined)
B. RECOMMENDATIONS:
i. Move Dental and Vision to Blue Cross for lower pricing and further discounts on Medical savings of $22,066
ii. Renew the current basic life and ASO short term disability benefits with BCBS
iii. Implement a NEW voluntary life benefit with BCBS
III. EAP Market Analysis & Recommendations
A. Market Analysis
i. Approached 3 alternative EAP markets (3 quoted)
B. RECOMMENDATIONS:
i. Implement the Curalinc 8 session model for a savings of $13,740 vs. current provider Metropolitan Family Services with a 12 session model
IV. Employee Navigator Update
Horton is providing a benefit portal for employees to enroll and engage in their benefits year round. The build is on target to be completed for Open Enrollment in mid-November.
Non-union employee premium contributions will continue to be based on a percentage of the overall premium cost and participation by the employee and their enrolled spouse in the biometric wellness screenings. The employee premium contribution percentage share will be adjusted to reflect the wellness incentive rate for those employees that participate in the biometric wellness screening (approximately $80).
Union employees in the IBEW, AFSCME, Deputy Chief and Commanders, Metropolitan Alliance of Police (MAP), and Police Supervisors groups will be eligible for plans and make employee contributions based on the percentages or the specific rates outlined in the respective collective bargaining agreements.
Human Resources Director Denise Maiolo introduce Mike Wojcik and Tony Evans from the Horton Group. (refer to audio)
Mike Wojcik presented information regarding this matter. (refer to audio)
Human Resources Director Maiolo had comments. (refer to audio)
Trustee Kampas had questions. (refer to audio)
Mr. Wojcik responded to Trustee Kampas. (refer to audio)
Trustee Radaszewski had questions. (refer to audio)
Director Maiolo and Village Manager George Koczwara responded to Trustee Radaszewski. (refer to audio)
Trustee Riordan had comments. (refer to audio)
Director Maiolo, Village Manager Koczwara and Mr. Wojcik responded to Trustee Riordan. (refer to audio)
Mr. Wojcik continued presenting information. (refer to audio)
Trustee Riordan had comments. (refer to audio)
Trustee Healy had comments and questions. (refer to audio)
Mr. Wojcik responded to Trustee Healy. (refer to audio)
I move to recommend to the Village Board to approve employee health insurance renewal agreements with the recommended carriers/vendors and associated expenses effective January 1, 2022;
And
Authorize the Village manager to execute said agreements, subject to Village attorney review.
A motion was made by Trustee Radaszewski, seconded by Trustee Healy, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: 5 - Trustee Healy, Mayor Pro Tem Katsenes, Trustee Milani, Trustee Kampas, and Trustee Radaszewski
Nay: 0
Abstain: 1 - Trustee Riordan
Absent: 1 - President Pekau
2021-0809 Liability Insurance Renewal FY2022
The Horton Group completed a market analysis on behalf of the Village of Orland Park and provided the final recommendations for the January 1, 2022, renewal of Liability insurance. The renewal premium for the 2022-2023 term as recommended will result in an increase of $104,244 over last year driven by the current difficult market conditions.
Public entity risks that carry Cook County exposures face a more restrictive insurance market than those based in other counties. For example, several public entity insurers have pulled out of Cook County altogether. Additionally, most public entity carriers are increasing rates and restricting coverage forms for specific lines of coverage including:
- Property;
- Law Enforcement Legal Liability;
- Cyber;
- Sexual Misconduct / Abuse; and
- Excess Liability.
Because of the above factors, the Horton Group is recommending moving coverages to the Illinois Counties Risk Management Trust (ICRMT) and the Illinois Public Risk Fund (IPRF) as detailed below.
Illinois Counties Risk Management Trust (ICRMT)
Since 1983, the Illinois Counties Risk Management Trust (ICRMT) has provided insurance and risk management services to Illinois public entities. ICRMT offers a full line of coverage options, including property and liability designed to meet the needs of First Dollar or Self-Insured clients. Since its inception, ICRMT has grown to over 400 public entities.
With a hard market comes increased premiums and policy forms providing less coverage, lower limits and stricter terms. As a result, several Horton clients have opted to join ICRMT over the past several months.
The ICRMT premium is over $40,000 less than the next best option. The casualty deductible is $50,000 less than the Village’s current deductible of $150,000. With ICRMT, there is no additional Third Party Adjuster (TPA) expense as it is included as part of the coverage (saving the Village $25,000 annually), and the coverage is far more broad (i.e. excess is “over” each casualty line of coverage).
Illinois Public Risk Fund (IPRF)
In 1985, the Illinois Public Risk Fund (IPRF) was established to provide a cost-effective alternative to escalating workers' compensation premiums. IPRF has grown to be one of the most successful Public Entity workers' compensation pools in the country. The program offers guaranteed cost programs, as well as large self-insured retentions. The pool uses CCMSI as its claim TPA, offering loss control and safety services and a popular safety grant program designed to help ease the concern of safety-related expenses.
The IPRF program has the best combination of premium and deductible. The per claim deductible is $150,000 less for employees and $250,000 less for police. IPRF also offers a $12,000 safety grant and will pay 25% of the annual Lexipol subscription.
Village Manager George Koczwara introduce Mr. Tony Evans from the Horton Group. (refer to audio)
Mr. Evans presented information regarding this matter. (refer to audio)
Trustee Healy had questions. (refer to audio)
Mr. Evans and Village Manager Koczwara responded to Trustee Healy. (refer to audio)
Trustee Riordan had comments and questions. (refer to audio)
Mr. Evans responded to Trustee Riordan. (refer to audio)
Trustee Radaszewski had questions. (refer to audio).
Mr. Evans responded to Trustee Radaszewski. (refer to audio)
Mike Wojcik of the Horton Group had comments. (refer to audio)
Police Chief Joseph Mitchell had comments. (refer to audio)
Mr. Evans had comments. (refer to audio)
I move to recommend to the Village Board to approve liability insurance renewal agreements with the recommended carriers/vendors and associated expenses effective January 1, 2022.
A motion was made by Trustee Milani, seconded by Trustee Healy, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: 5 - Trustee Healy, Mayor Pro Tem Katsenes, Trustee Milani, Trustee Kampas, and Trustee Radaszewski
Nay: 0
Abstain: 1 - Trustee Riordan
Absent: 1 - President Pekau
ADJOURNMENT: 7:09 P.M.
A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be ADJOURNED. The motion failed by the following vote:
Aye: 0
Nay: 0
Absent: 1 - President Pekau
https://orlandpark.legistar.com/View.ashx?M=M&ID=900472&GUID=34A6A7B9-7611-47CA-9E87-B007A07BEFB0
https://www.villageofposen.org/vop/wp-content/uploads/2021/11/11-09-21-Board-Meeting.pdf
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